Administrator Shareholder Transactions

tmx; Vancouver; On-site; CAD 49,000 - 52,000; Full time

Job summary

TMX Group in Vancouver is seeking a full-time Administrator, Shareholder Transactions to process sales requests and securities transfers, maintain records, and assist clients, while coordinating with internal teams. The role is office-based, five days a week, and involves handling enquiries and ensuring accurate documentation.

The ideal candidate has 1–3 years in a similar role, solid back-office knowledge of the securities industry, and proficiency in MS Office and Google Workspace.

Qualifications

• College diploma or university degree in business and/or finance, or equivalent experience.
• 1 to 3 years experience in similar role.
• Working knowledge of the securities industry and back-office administration processes.
• Proficiency in Microsoft Office Suite and Google Workspace applications.
• Communication: excellent written, verbal and listening skills.
• Organization & Detail Oriented: strong organizational skills and attention to detail.
• Ability to organize and prioritize tasks and effectively communicate with peers and all levels of the company.
• Client Focus: develops and maintains strong relationships with internal and external clients.
• Confidentiality: discretion handling confidential issues.
• Adaptability: flexible to work on a wide range of tasks and prioritise.
• Decision & Problem Solving: strong decision making and problem solving skills.
• Interpersonal skills / Teamwork: diplomatic with clients, co-workers and management.
• Independent worker: self-motivated with flexible overtime.

Responsibilities

• Review, validate, and process the transaction orders, and supporting documentation to ensure all endorsements are complete and in good order.
• Operate and maintain secure record-keeping systems supporting all transfer and sales activities.
• Prepare and execute sale orders (securities settlement, cash reconciliation). Ensure that proceeds are distributed to the order givers.
• Maintain and provide monthly statistics for fee and performance reporting purposes for the above services.
• Respond to written, telephone, and in-person inquiries from security holders, legal representatives, performing in-depth research of current and historical records when necessary.
• Collaborate with internal operational teams, including Client Management and Corporate Actions.
• Manage incoming/outgoing mail, courier tracking, scanning, and physical document distribution.
• Assist with new share issuances, closing mechanics, and the printing and distribution of physical securities.
• Ensure compliance with policies, procedures and regulatory requirements.
• Keep operational procedures and guidelines up-to-date and enrich them whenever needed
• Help further strengthen the risk framework by acting as first line of defense and implementing relevant controls
• Help streamline the process flows and develop initiatives to increase the added value for the clients, their shareholders and the company
• Other duties and responsibilities as assigned.

Skills

Finance knowledge

MS Office

Google Workspace

Communication

Detail oriented

Back-office

Client focus

Teamwork

Education

Business/Finance degree

Tools

Microsoft Office Suite

Google Workspace

Job description

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we're connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

As part of TMX Group, TSX Trust is the largest Canadian-owned Transfer Agent and provider of Corporate Trust services. Whether issuers need help with Corporate Actions, Investor Service, or planning Investor Meetings, our services are tailored to make their transactions a success. The Operations Department is responsible for record maintenance and affecting transfers, issuance of shares and reconciliation of capital.

The role of the Administrator, Shareholder Transactions is to process sales requests and securities transfers submitted by the securities holder and/ or their representatives as well as handle inquiries received from the same parties.

This role is 5 days/week at the office

Key Responsibilities:

• Review, validate, and process the transaction orders, and supporting documentation to ensure all endorsements are complete and in good order.
• Operate and maintain secure record-keeping systems supporting all transfer and sales activities.
• Prepare and execute sale orders (securities settlement, cash reconciliation). Ensure that proceeds are distributed to the order givers. Maintain and provide monthly statistics for fee and performance reporting purposes for the above services.
• Respond to written, telephone, and in-person inquiries from security holders, legal representatives, performing in-depth research of current and historical records when necessary.
• Collaborate with internal operational teams, including Client Management and Corporate Actions.
• Manage incoming/outgoing mail, courier tracking, scanning, and physical document distribution.
• Assist with new share issuances, closing mechanics, and the printing and distribution of physical securities.
• Ensure compliance with policies, procedures and regulatory requirements.
• Keep operational procedures and guidelines up-to-date and enrich them whenever needed
• Help further strengthen the risk framework by acting as first line of defense and implementing relevant controls
• Help streamline the process flows and develop initiatives to increase the added value for the clients, their shareholders and the company
• Other duties and responsibilities as assigned.

Must Have(s):

• College diploma or university degree in business and/or finance, or equivalent experience
• 1 to 3 years experience in similar role
• Working knowledge of the securities industry and back-office administration processes
• Proficiency in Microsoft Office Suite and Google Workspace applications
• Communication: excellent written, verbal and listening skills
• Organization & Detail Oriented: strong organizational skills and attention to detail.
• Ability to organize and prioritize tasks and effectively communicate with peers and all levels of the company
• Client Focus: develops and maintains strong relationships with internal and external clients. proven ability to understand clients' needs and develop the appropriate solutions
• Confidentiality: show discretion and ability to handle confidential issues
• Adaptability: flexibility to work on a wide range of tasks and ability to prioritise
• Decision & Problem Solving: strong decision making and problem solving skills
• Interpersonal skills / Teamwork: diplomatic manner and disposition when interacting and working with others: clients, co-workers and management.
• Independent worker: high level of self-motivation and at ease working independently when necessary, must have a flexible schedule to work overtime as required

Nice to Have:

• Completion of the Canadian Securities Course (CSC) or similar industry courses, an asset

Salary Range:

48,500/year - 51,500/year CAD

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate's relevant knowledge, skills, and experience.

The recruiting efforts for this role are intended to fill a vacant position.

For this role AI-assisted tools are utilised as one input in the application and screening process. AI does not make final hiring or interview decisions.

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